Prepare your meeting room

Room and seating

• Room width, length and ceiling height.
• Table dimensions, usual and maximum participant count.
• Distance from the display to the nearest and furthest seats.
• Fixed or movable tables, presentation area and access routes.

Display and camera

Record display model, size, available inputs and mounting position. A photograph taken from the display towards the table helps assess the camera view. Note windows behind participants, direct sunlight and likely obstructions from laptops.

Audio and acoustics

Describe glass surfaces, ceiling type, ventilation noise and reverberation. Decide whether microphones can be on the table or need ceiling mounting. Ceiling devices require a coverage and cabling plan, not only a nominal pickup distance.

Network, power and accounts

Identify network sockets, internet access, power outlets and cable routes. Decide who manages the room account, calendar, licensing and updates. Have the IT team check the selected platform requirements before installation.

Daily workflow

List the main meeting platform, guest platforms, laptop types and whether meetings should start without a laptop. Include content sharing, whiteboard work, room booking and accessibility needs.

Send a useful enquiry

Use the room form to provide the dimensions, participant count, platform and existing display. You can attach a photo or a simple layout sketch. Avoid including confidential content on visible screens or whiteboards.